The ClickUp Hierarchy is at the heart of the platform. The structure may seem a bit daunting at first, but it makes project and workflow management much easier! The hierarchy provides an organized way to break work down into easily managed actionable items for your whole team to collaborate on!
Workspaces are the top level of our Hierarchy, and represent everyone within an organization. Each Workspace is organized into Spaces.
You can join or create as many Workspaces as you like, but it is important to consider that each Workspace is completely independent and separate from others.
It's simple to switch between Workspaces, or create a new one, on the menu behind your avatar!
To reduce clutter from features you don't need, ClickApps are available to turn on/off for your Workspace, some can even be turned on/off for particular Spaces (keep reading 😉).
To work with all tasks in your Workspace, views at the Everything level are very convenient!
Note: For most efficient project management, we recommend keeping all your work in one Workspace. You can make personal items private just to you, and selectively share specific items with collaborators using the privacy settings that are available at every level of the hierarchy.
Easily accessed in your Workspace sidebar, Spaces act as the "departments" within your overall Workspace organization. This structure allows a company to include select members in a Space, and eliminate bulkiness for those who don't need access.
You can adjust how your Spaces are available in your sidebar by changing your layout.
Each Space has its own settings, so you can have a completely different workflow setup while seamlessly transferring information or switching between them! Unless customized at the Folder or List level, Space settings like statuses and custom fields will be inherited by all tasks in the Space.
Many businesses use Spaces to separate their company's departments. For example, "Sales", "Client Success", and "Accounting".
Depending on how many clients they work with, agencies, freelancers, and consultants may choose to create a Space for each client, or one 'Clients' Space, with a Folder or List for each client.
Folders exist within Spaces and are used to organize your Lists of tasks. Folders are groups of Lists, which contain tasks.
Note: you can choose not to use Folders, and create standalone Lists instead.
Lists also act as containers, for your tasks. Some people like to think of Lists as "tabs" within Folders. You can use them for varied purposes such as timeframes (sprints), locations (geographic), phases (complex projects), or really anything that helps you stay organized.
List info provides an extra layer of information about the tasks in the List. This includes allowing you to add context like a description, add List assignees, attach files, and more!
While Lists do not have to be located within a Folder, every task in ClickUp must be located within a List.
Note: List view is different than a List. You can create a List view on any level of your hierarchy!
We round out the ClickUp hierarchy with tasks, a most important part of ClickUp project management! Tasks are the actionable items mean to progress from open to completed, using statuses.
Each task will always have one parent List, but they can be shared to other Lists for your convenience!
Assigned Comments are used within task comments, List info, and Docs. They notify the assigned user that they are responsible for a request, and provide a fool-proof way to keep track of small, non-task action items. When it is completed, they can Resolve the assigned comment.
Subtasks are created within a task, which is referred to as the 'parent task'. A subtask inherits the same workflow elements as its parent task. If your Space has statuses and multiple assignees, your subtasks will as well.
Nested Subtasks provide an additional layer of hierarchy organization. This is essentially like arranging subtasks within subtasks, so you're able to see how everything is connected and which subtask takes priority.
Checklists can be added inside of tasks and subtasks. They are a great way to track small items that are either done or not done, and entries can easily be dragged and dropped between checklists. You can also assign a single user to each checklist entry!
Templates are excellent time-savers that can be created for items at any level of the hierarchy from Space down to Checklists!
Note: Task templates can also be used with subtasks.